CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to JOC Procurement DPW.009.CY21.A, Landscape Restoration, to Robe Inc. for an amount not to exceed $100,000 and a total award of $195,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works (DPW) requires the services of a landscape contractor to restore landscaping on private and residential properties after excavation and concrete work has been completed.
The landscaping restoration program applies to private residential properties, commercial properties and public rights-of-way damaged as a result of Public Utilities (Electric and Water) and Public Works maintenance projects. Work is ongoing during construction season and includes turf restoration, hardscape restoration, landscape planting, sprinkler repair and other landscape-related repairs.
In April 2021, DPW issued Bid 21-200, Landscape Restoration Services, to perform services at multiple sites throughout the city. DPW had to bid late in the season due to the previous contractor defaulting on the existing contract. As a result, many companies chose not to bid, and one bid received was substantially over budget and was rejected.
Due to the lateness of the season, the best option to quickly and efficiently restore this service was to use the City’s Job Order Contract (“JOC”). On June 7, 2021, the City Manager awarded JOC Procurement DPW-009-CY21.A, Landscape Restoration, to Robe, Inc. The term of the contract is from the date of award to April 30, 2022.
DISCUSSION:
Due to the busy concrete restoration season, many locations needed services. Robe completed landscape restoration on more than 400 sites in 2021, which was more than originally anticipated. This change order is needed to fund the restoration jobs being completed during the fourth quarter of 2021. The additional work was not foreseeable at the time of the original work order issuance. Pricing for the additional work is fixed and in accordance with unit costs established with the JOC Construction Task Catalog (“CTC”).
Landscape restoration services will be bid in January of 2022.
FISCAL IMPACT:
CIP #: N/A
The landscaping restoration program is expensed to the operational services accounts listed below. A total of $187,000 is budgeted for various landscaping needs in 2021.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31101100-531308 |
General Fund |
$380,410 |
|
31251100-531308 |
General Fund |
$1,816,345 |
|
40251300-531308 |
Electric Utility Fund |
$946,500 |
|
41251500-531308 |
Water Utilities Fund |
$15,000 |
|
41251540-531308 |
Water Utilities Fund |
$268,000 |